We’re a national law firm with a local reach. Our philosophy is ‘Expert Hand, Human Touch’ – something you’ll find in the way we work with our clients and how we support our teams. But, we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs.
Whichever team you join, working here you’ll feel a part of our friendly and inclusive environment. We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things, and make a real difference to our clients and communities.
The work we do has been recognised in the awards we’ve won. We’re committed to being even better, and our awards help to show we’re on the right track.
We are looking for a PA to join our Lifestyle Estate Planning team in Reading.
5 days per week office attendance.
Your Role and What You'll Be Doing
The role of Personal Assistant is key to the delivery of effective, efficient and professional client service. It is a key communication route with clients and with other areas of the business. The role must ensure that the fee earners are able to focus their time on activity which increases revenue by coordinating all other activities and taking responsibility for delivering consistency.
* Support the delivery of high levels of client communication. Providing support wherever possible across the team and clients by dealing with queries and enquiries and ensuring Partners and fee earners can respond to queries from clients and other parties.
* Making sure all team files are in good order and databases are kept up to date and providing general administrative support to Partners and fee earners.
* Co-ordinating fee earner diaries – arranging diary appointments, organising meetings.
* Arrange meetings, follow procedures to book meeting rooms and video conferences when required and cancel those as soon as possible if arrangements change. Ensuring that room booking are made with sufficient information to enable Reception to have full details; use the appropriate room booking form to do this.
* Book travel arrangements and accommodation in accordance with our Policy.
* Prepare papers for meetings ahead of the meeting in a timely manner, take minutes of meetings and produce those minutes as soon as possible after the meeting.
* Coordinate an efficient and accurate billing process and support fee earners with providing the right level of information to clients to ensure swift payment of invoices. Liaise with our Finance Team in the delivery of this. Undertake regular reviews of matter lists with fee earners to ensure high levels of financial hygiene.
* Work collaboratively with our Document Production Team who undertake all typing and document production work. Ensuring style of the document / correspondence produced is maintained which will accord with Irwin Mitchell’s house style.
* Undertake file opening procedures ensuring all aspects of the process are completed including all compliance checks, creation of letters of engagement and, where relevant, completion of the pricing and resourcing.
* Regularly undertake file closure activities, ensuring electronic and paper matters are closed and retained in accordance with our Retention Schedule.
* Ensuring safe keeping of client original documents and that such items are returned to clients at the end of their matter.
* Actively support processes which minimises Irwin Mitchell’s exposure to Proactively monitoring key dates and central diaries. Encourage and organise file reviews and comply with the SRA Handbook.
* Support the development of our teams by supporting on the capture of knowledge, organising training, and sharing information.
About You
* Legal assistant/secretarial experience working with experienced fee-earners would be desirable, however we would be open to candidates who have experience of administration/secretarial experience in a professional environment
* A good understanding and knowledge of relevant case management systems
* Brilliant client care skills and good verbal and written communication skills
* Excellent accuracy and attention to detail
* 5 days per week office attendance
Our Benefits - What We Can Offer You
* Flexible working options - Make work fit around your life, not the other way around.
* 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too
* Generous and flexible pension schemes.
* Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
* Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported to work in a way that best suits you. This includes our Flexible by Choice programme which gives our colleagues more choice over how they wish to work subject to role and client requirements.
We have recently been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2023!
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.
Additional Information
As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, existing employees, clients, partners and other stakeholders.
Depending on the role you apply for we may carry out checks that will establish your eligibility to work in the UK, and criminal record check and financial checks with a credit reference agency will also be undertaken.
The employment screening process will fully comply with Data Protection and other applicable laws.
Irwin Mitchell LLP is an equal opportunity employer.